Objective

Upon Completion of this KB the User will be able to Create / Add Template to the Communication module

Assumptions

The User has the minimum required level to access the Provider tab and an understanding that making changes within this section has system wide implications.
The user has an understanding of the Australian Tertiary Education System / VET Sector.

Key terms and concepts

Merge Fields Within Communication Templates	Brief Overview
{email_from}	This is the email address of the sender
{email_from_first_name}	This is the first name of sender (blank if the sender is a provider)
{email_from_last_name}	This is the last name of sender (blank if the sender is a provider)
{url_read_tracker}	This is a 1 pixel image that, when added to an email, will upon opening of the email by the receiver will mark the email as open within the system
{email_first_name}	Student / Receiver's first name
{em ail_last_name}	Student / Receiver's last name
{email_subject}	The communication event/email subject

Please note: It is not currently possible to add additional fields to this feature

Field Name	Brief Overview
Category	Template Student Academic General
Data Resource Name	The template name as determined by the institution or the staff member who created it
Data Resource number	System allocated reference number allocated to each template
Purpose	Email Template Transition Template Commitment Template Assessments
Status	Deactivate Deleted Final Draft Initial Draft In Progress Published Revised Draft

Workflow

How to Add / Create a Template for the Communication Module

Click on the Provider tab in the Side menu
Click on the Add Content Button in the Side Menu
Select the Purpose from the Drop box
Select the Category from the Drop box
Enter the name of the template into the Data Resource Name field
Using the Merge Fields from the table above create the template in the Data field. This is the main body of the email template.
Select the status of the Template from the drop box
Select the minimum permission level required to use this template from the drop box
Name the template in the Template Name field
Click on the Save Data Resource Button

Email Examples - CANS Notice (with attachment)

This example of the email body for CANs sent via the communication module. These templates can be updated within the Provider tab - Edit content section of the system for permanent changes. Or alternatively for minor tweaks or updates changes can be made within the HTML writer when setting up the template. The text can be simple over written and all emails sent in that batch will have the updated text. e.g. the Semester number or year or whole sections of the text.

Attn: {email_first_name} {email_last_name}

Please find attached your Commonwealth Assessment Notice (CAN) for the Semester 1, 2019. It is your responsibility to check your FEE-HELP balance.


You have the right, under section 169-10 of the Higher Education Support Act 2003, to request correction of information
contained in this Notice. This request must occur in writing or via email within 14 days of the date of issue of this Notice. 

Kind regards
Star fleet Academy
Student Services

NOTICE: This message contains privileged and confidential information intended for the use only of the addressee named above. If you are not the intended recipient of this message you are hereby notified that you must not disseminate, copy or take any action in relation to it. If you have received this message in error, please immediately notify the sender at the above address.

Example of email with Attachment received via Gmail

Email Examples - Enrolment Period (without attachment)

Attn: {email_first_name} {email_last_name}


Enrolment for Semester 2, 2019 will open on Monday the 2nd of June 2019 and will close on Friday the 14th of July 2019.
Please ensure that you have your username and password to login to the system and that you have discussed your subject selection with your adviser prior to this time. 


Evening classes during semester 2 will be conducted in the Roddenberry building while the Picard building is being refurbished.


If you have an issues please contact Student Services.

Star Fleet Academy
Student Services



NOTICE: This message contains privileged and confidential information intended for the use only of the addressee named above. If you are not the intended recipient of this message you are hereby notified that you must not disseminate, copy or take any action in relation to it. If you have received this message in error, please immediately notify the sender at the above address.

Example of email without Attachment received via Gmail

Providers - Add Content